Simplifying Right to Rent Checks with Zipwire Collect
28 Jul 2024
28 Jul 2024 by Luke Puplett - Founder
Introduction
Renting a property in the UK involves proving your Right to Rent (RTR), which can be more complicated than proving your Right to Work (RTW). This is because RTR rules are more accommodating, allowing for many different scenarios and types of documentation. As a landlord or letting agency, collecting all the necessary documents can be a hassle.
This is where Zipwire Collect comes in. Zipwire Collect is a tool that simplifies the document collection process, making it easy to gather everything you need for all kinds of needs, including and especially, compliance. It's logical features lets you design collections which streamline the whole process, much reducing manual work. Whether you need to collect documents remotely or perform manual checks, Zipwire Collect has you covered.
In this blog, we'll explore why RTR rules more complicated, how Zipwire Collect helps letting agencies and landlords collect documents efficiently, and how it ensures you have all the right information to comply with RTR regulations. Let's dive in!
Jump to the sample collection design ↓
Read about IDVT and Yoti selfie checks →
Complexity of Right to Rent Rules
Right to Rent (RTR) rules are more complicated than Right to Work (RTW) rules because they accommodate a wider range of situations. This complexity arises from the need to verify the eligibility of a diverse group of people to rent in the UK, including citizens from various countries and those with different types of immigration statuses.
For example, RTR checks must consider:
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UK and Irish citizens with unlimited RTR, who can use documents like passports or birth certificates.
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Citizens from the EU, EEA, or Switzerland with settled or pre-settled status, who might use share codes or other documents.
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Non-EEA nationals with time-limited RTR, who must provide documents like visas or residence permits.
Additionally, the rules must allow for various document formats and expiration dates, making it crucial to distinguish between expired and valid documents. The accommodating nature of RTR rules leads to numerous scenarios and document requirements, adding to the complexity.
This complexity makes it challenging for landlords and letting agencies to ensure they collect all necessary and correct documents, which is where Zipwire Collect can significantly simplify the process.
We won't cover the rules here. For detailed and up-to-date guidance on conducting these checks, please visit the UK government's website. Keep in mind that the rules can change, so always refer to the official source for the most accurate information.
How Zipwire Collect Simplifies RTR Checks
Zipwire Collect streamlines the Right to Rent (RTR) document collection process, making it easier for letting agencies and landlords to gather the necessary information. Here's how it works:
Remote Document Collection
Zipwire Collect allows for flexible, remote document collection, perfect for today's digital world. Prospective tenants receive a link via email or WhatsApp, which they can use to upload documents directly from their devices. This feature supports two-way uploads, meaning both the letting agency and the tenant can add documents, allowing for a smoother and more efficient process.
Use of IDVT and Share Codes
To verify identity and right to rent status, Zipwire Collect leverages Identity Verification Technology (IDVT) and share codes. IDVT ensures that the documents uploaded are valid and belong to the person submitting them. Share codes from the Home Office or EU Settlement Scheme can be used to confirm the tenant's status quickly and accurately, reducing the risk of errors and ensuring compliance with RTR regulations.
Real-Time Status Updates and Nudges
One of the standout features of Zipwire Collect is its real-time status updates. Both landlords and tenants can see the progress of the document collection process, ensuring transparency and keeping everyone informed. Additionally, Zipwire Collect sends automatic nudges to remind tenants to submit their documents, helping to avoid delays and keep the process moving smoothly.
Smart Document Handling
Zipwire Collect uses advanced Machine Vision and Large Language Models to identify and extract key information from documents. This means it can recognize document types (e.g., passports, ID cards) and pull out essential details like names, expiry dates, and ID numbers. This smart handling reduces manual work for letting agencies and ensures that all necessary information is captured accurately.
Customizable Collections
The platform allows for customizable document collections, letting landlords specify which documents are mandatory and which are optional. It can handle complex requirements by nesting packs within packs, ensuring that all necessary documentation is collected based on the tenant's specific situation.
By using Zipwire Collect, letting agencies and landlords can significantly reduce the hassle and complexity of RTR checks. The platform not only ensures that all necessary documents are collected but also makes the process efficient, accurate, and compliant with UK regulations.
Powerful Features vs. Complex RTR Requirements
Right to Rent (RTR) checks involve complex documentation requirements that can vary significantly depending on the tenant's circumstances. Zipwire Collect's built-in collection features are designed to handle these complexities efficiently. By using conditional logic, nested packs, and customizable document settings, Zipwire Collect streamlines the process for landlords and letting agencies.
Addressing Hierarchical Document Requirements
Overview of complex RTR requirements
The RTR process can be overwhelming due to its extensive and varied documentation needs. For instance, tenants with different citizenships or immigration statuses require different sets of documents. This complexity is managed through a hierarchical structure that outlines specific conditions and the corresponding required documents.
Zipwire's comprehensive solution
Zipwire Collect provides a comprehensive solution that aligns with these intricate requirements. By using features such as conditional logic and nested packs, it simplifies the process, ensuring that all necessary documents are collected accurately and efficiently.
Conditional logic
Zipwire Collect's conditional logic ensures that the correct documents are requested based on specific tenant conditions. This feature automatically adjusts the required documents according to the tenant's unique situation.
Example: If a tenant has an unlimited RTR but does not possess an IE or GB passport, Zipwire will automatically request alternative proof as defined in sub-packs.
Nested packs
Nested packs allow for the management of complex document requirements within a single collection. This feature is particularly useful when combined with conditional rules but are also super handy when you need all parts of a document.
Example: By nesting packs within packs (within packs) and applying "any 1 of these" or "all of these" completion rules, we can build collections to solve even the most complex document gathering need. Packs are heavily nested in the UK RTR collection below, but an interesting use to zoom-in on is the pack that "surrounds" the passport evidence. Both the passport photo page and the stamped interior page are needed for RTR.
Customization and Flexibility
Document freshness and expiry
Zipwire Collect enables landlords to specify document freshness and manage expired documents efficiently. This customization ensures that only valid and up-to-date documents are collected, maintaining compliance with RTR regulations.
Example: When dealing with name changes, Zipwire can ensure that only recently issued documents like a certificate of name change or a court order are accepted, while still allowing non-expiring documents such as marriage certificates.
Mandatory vs. optional documents
Zipwire Collect's customization options allow landlords to clearly define which documents are mandatory and which are optional. This reduces confusion and ensures that tenants understand exactly what is required of them.
Example: In a scenario where a tenant has lost their passport, they may have a temporary passport called a Travel Document. Zipwire can clearly differentiate between mandatory documents and optional ones (e.g., a divorce decree), simplifying the collection process.
By addressing these specific requirements through its advanced features, Zipwire Collect makes the RTR documentation process more manageable and compliant for landlords and letting agencies.
Combining Conditional Logic with Nested Packs
How complex collections look simple to your respondents
Brace yourself. The very long and complicated guidance on the UK government's website translates to this tree of packs containing document items to collect. Some of the packs are conditional and depend upon the values in other items.
The respondent does not see this complex tree view but instead sees a much shorter list of just the documents that are acceptable at that moment. This list dynamically updates in response to what has been submitted, so sets of items may appear or disappear according to the conditions set on the packs.
For example, since the items needed for an unlimited right vs. a time-limited right both depend upon the respondent's citizenship, that information is requested first and none of the items below are asked for until that citizenship information is entered. Then, Zipwire Collect will re-evaluate the entire collection and, in this case, either one pack or the other becomes activated and the new set of acceptable items will be presented. For RTR, there's a further conditional fork in the road; whether you're in the EEA or not.
Cascading completions
Most of the packs require only a single child item to be completed. That child may be a document or a pack. So, when an item is completed, the pack it's within will be marked complete, and the pack that pack is within may also be marked complete, potentially triggering a cascade of completions up the tree. This would have the effect of all the other items vanishing from view as they are no longer needed.
Assuming that most tenants are UK passport holders, because of the "completion cascade" effect described above, the experienced reality for most respondents to this complicated collection is to enter their personal details and citizenship at the beginning and then perform a Yoti ID check and that's it.
1. UK Right To Rent
├── 1.1 Information that Uniquely Identifies You
│ ├── Description: This section focuses on your identifying details.
│ ├── Requirements: Must include personal identifying information.
│ └── Optional: No
│
├── 1.2 Change of Name Pack
│ ├── Description: If some documents reflect your old name, then provide evidence of the official name change.
│ ├── Requirements: You may optionally provide any name change evidence.
│ │
│ ├── 1.2.1 Certificate of Name Change
│ │ └── Must not be expired; issued within the last 3 months.
│ │
│ ├── 1.2.2 Court Order Granting Name Change
│ │ └── Must not be expired; issued within the last 3 months.
│ │
│ ├── 1.2.3 Divorce Decree
│ │
│ ├── 1.2.4 Marriage Certificate
│ │
│ └── 1.2.5 Deed Poll
│
└── 1.3 Right to Rent Evidence Pack
├── Description: Evidence showing you have the right to rent in the UK.
├── Requirements: At least one of the following packs completed.
│
├── 1.3.1 Unlimited Right to Rent Evidence Pack
│ ├── Condition: Your citizenship is IE or GB in 1.1.
│ ├── Description: Evidence of a continuous right to rent.
│ ├── Requirements: At least one of the following items or packs provided.
│ │
│ ├── 1.3.1.1 Yoti ID Check Using Your Passport
│ │ └── Selfie-check with a UK or IE passport.
│ │
│ └── 1.3.1.2 Unlimited Right Evidence Without IE or GB Passport Pack
│ ├── Description: Provide one of the following alternative proofs.
│ ├── Requirements: At least one of the following items provided.
│ │
│ ├── 1.3.1.2.1 Birth Certificate
│ │ └── Must not be expired.
│ │
│ ├── 1.3.1.2.2 Certificate of Naturalisation
│ │ └── Must not be expired.
│ │
│ ├── 1.3.1.2.3 Travel Document
│ │ └── Must not be expired.
│ │
│ ├── 1.3.1.2.4 EU Settlement Scheme Certificate of Application
│ │ └── Must not be expired.
│ │
│ ├── 1.3.1.2.5 UK Visas and Immigration Share Code
│ │
│ ├── 1.3.1.2.6 Swiss Visa
│ │ └── Must not be expired; issued within the last 3 months.
│ │
│ └── 1.3.1.2.7 Immigration Authority Correspondence
│ └── No expiry constraint.
│
└── 1.3.2 Time-Limited Right to Rent Pack
├── Condition: Your citizenship is not IE or GB in 1.1.
├── Description: Evidence of time-limited right to rent.
├── Requirements: At least one of the following packs completed.
│
├── 1.3.2.1 EEA Time-limited Right Pack
│ ├── Condition: For citizens of AU, CA, JP, NZ, SG, SK, or US in 1.1.
│ ├── Description: Evidence of a time-limited right to rent for EEA members.
│ ├── Requirements: At least one of the following items or packs completed.
│ │
│ ├── 1.3.2.1.1 Yoti ID Check
│ │ └── Selfie-check.
│ │
│ └── 1.3.2.1.2 EEA Permission to Stay Evidence Pack
│ ├── Description: Complete one of the following packs.
│ ├── Requirements: At least one of the following packs completed.
│ │
│ ├── 1.3.2.1.2.1 Passport or Travel Document Pack
│ │ ├── Description: A passport and its stamp, or an equivalent ETD.
│ │ ├── Requirements: At least one of the following items or packs completed.
│ │ │
│ │ ├── 1.3.2.1.2.1.1 Passport Evidence of Permission to Stay Pack
│ │ │ ├── Description: Using a stamped passport as proof of evidence.
│ │ │ ├── Requirements: Both of the following items provided.
│ │ │ │
│ │ │ ├── 1.3.2.1.2.1.1.1 Passport ID Page
│ │ │ │ └── Must not be expired.
│ │ │ │
│ │ │ └── 1.3.2.1.2.1.1.2 Passport Stamp Page
│ │ │ └── Must not be expired.
│ │ │
│ │ └── 1.3.2.1.2.1.2 Travel Document
│ │ └── Must not be expired; issued within the last 3 months.
│ │
│ └── 1.3.2.1.2.2 Travel Evidence Pack
│ ├── Description: Provide at least one proof of travel to the UK.
│ ├── Requirements: At least one of the following items provided.
│ │
│ ├── 1.3.2.1.2.2.1 Boarding Pass
│ │ └── Must not be expired; issued within the last 6 months.
│ │
│ ├── 1.3.2.1.2.2.2 Travel Ticket
│ │ └── Must not be expired; issued within the last 6 months.
│ │
│ └── 1.3.2.1.2.2.3 Travel Booking Confirmation
│ └── Must not be expired; issued within the last 6 months.
│
└── 1.3.2.2 Standard Time-limited Right Pack
├── Condition: For citizens other than AU, JP, NZ, SG, SK, and US in 1.1.
├── Description: Evidence of a time-limited right to rent for non-EEA members.
├── Requirements: At least one of the following items or packs completed.
│
├── 1.3.2.2.1 Yoti ID Check
│ └── Selfie-check.
│
└── 1.3.2.2.2 Standard Permission to Stay Evidence Pack
├── Description: Provide one of the following proofs.
├── Requirements: At least one of the following packs completed.
│
├── 1.3.2.2.2.1 Passport or Travel Document Pack
│ ├── Description: A passport and its stamp, or an equivalent ETD.
│ ├── Requirements: At least one of the following items or packs completed.
│ │
│ ├── 1.3.2.2.2.1.1 Passport Evidence of Permission to Stay Pack
│ │ ├── Description: Using a stamped passport as proof of evidence.
│ │ ├── Requirements: Both the following items provided.
│ │ │
│ │ ├── 1.3.2.2.2.1.1.1 Passport ID Page
│ │ │ └── Must not be expired.
│ │ │
│ │ └── 1.3.2.2.2.1.1.2 Passport Stamp Page
│ │ └── Must not be expired.
│ │
│ └── 1.3.2.2.2.1.2 Travel Document
│ └── Must not be expired; issued within the last 3 months.
│
└── 1.3.2.2.2.2 Evidence of Immigration Status Pack
├── Provide at least one of the following.
│
├── 1.3.2.2.2.2.1 UK Visas and Immigration Share Code
│
├── 1.3.2.2.2.2.2 EUSS Certificate of Application
│ └── Must not be expired; issued within the last 3 months.
│
└── 1.3.2.2.2.2.3 Other Proof of EU Settlement Scheme Application
└── Must not be expired; issued within the last 3 months.
How Do You Solve a Problem Like RTR?
Navigating the Right to Rent (RTR) requirements can be a daunting task for landlords and letting agencies due to the complex and varied documentation needed from tenants. Zipwire Collect offers an innovative and comprehensive solution to streamline this process. With features like conditional logic, nested packs, real-time status updates, and customizable document settings, Zipwire Collect ensures that all necessary documents are collected accurately and efficiently.
For example, the platform’s conditional logic adjusts document requirements based on tenant-specific situations, while nested packs handle complex document structures by organizing them into manageable collections. Real-time status updates and automated nudges keep both landlords and tenants informed and on track, reducing delays and errors.
Moreover, Zipwire Collect’s remote document collection capabilities and use of Identity Verification Technology (IDVT) and share codes ensure secure and compliant verification of tenants’ right to rent status. This makes the entire process not only compliant with UK regulations but also convenient and transparent.
In essence, Zipwire Collect turns the cumbersome RTR documentation process into a seamless and efficient task, providing landlords and letting agencies with the tools needed to manage compliance effortlessly. By integrating these advanced features, Zipwire Collect tackles the complexities of RTR with ease, transforming it from a problem into a streamlined solution.
That's lovely and everything but what is Zipwire?
Zipwire Collect simplifies document collection for a variety of needs, including KYC, KYB, and AML compliance, plus RTW and RTR. It's versatile, serving recruiters, agencies, people ops, landlords, letting agencies, accountants, solicitors, and anyone needing to efficiently gather, verify, and retain documented evidence and ID.
Zipwire Approve is tailored for recruiters, agencies, and people ops. It manages contractors' timesheets and ensures everyone gets paid. With features like WhatsApp time tracking, approval workflows, data warehousing and reporting, it cuts paperwork, not corners.
For contractors & temps, Zipwire Approve handles time journalling via WhatsApp, and techies can even use the command line. It pings your boss for approval, reducing friction and speeding up payday. Imagine just speaking what you worked on into your phone or car, and a few days later, money arrives. We've done the first part and now we're working on instant pay.
Both solutions aim to streamline workflows and ensure compliance, making work life easier for all parties involved. It's free for small teams, and you pay only for what you use.